ILR Learner Entry 2014 to 2015 User Guide

Transcription

1 2014 to 2015 User Guide Document Details Document Type: User Guide Creation Date: 15/01/2015 Document 1.1 Version:

2 Change to this Document Version Date Changes made V /08/2014 Initial version to support for funding year 2014 to 2015 V /01/2015 Revised document to support updated ILR Learner Entry application version. See Application Versions table at the foot of this document. Page 2 of 11

3 Introduction... 4 What does the do?... 4 Operating System compatibility... 4 Downloading... 5 Installing... 5 Prerequisite software... 5 Running... 6 Managing or deleting the data repository... 6 Screens... 7 Home Screen... 7 Selecting a UKPRN... 7 Learner Counts... 7 Export Data and Import... 7 Learners screen... 8 Entering Dates... 9 Saving data... 9 Learner Destination and Progression screen Application Versions Feedback Page 3 of 11

4 Introduction What does the do? The is an application which enables users to create 2014 to 2015 Individualised Learner Record (ILR) data in XML file format manually using a data entry interface. Users must continue to use the form entry functionality in the Funding Information System (FIS) for data created for and relevant to the funding year 2013 to Data files from the funding year 2013 to 2014 can be imported to the new ILR Learner Entry to retain and migrate continuing learner data. Data in 2014 to 2015 format can also be imported. Note that only one file at a time can be imported. Importing another file will overwrite existing data. Please note does not validate data. This software is supplied free of charge to users who will submit ILR data to the Skills Funding Agency in the funding year 2014 to 2015 but who do not have access to a data management system. It replaces the Form Entry element of the Funding Information System (FIS) in Funding Year 2014 to This application will not be supported where data sets exceed 500 learner records. It is not mandatory that is used to prepare data files prior to submission to the Skills Funding Agency s data collection portal. Operating System compatibility will work with the following Windows operating systems Windows XP Microsoft Vista Microsoft Windows 7 Microsoft Windows 8 will operate in either a 32 bit or 64 bit environment. Page 4 of 11

5 Downloading can be downloaded from the Skills Funding Agency Hub website at the following link: Installing is a portable application in that it does not write to the host PC s registry. and does not write or require configuration files and only requires.net Framework 4 runtime library in order to run. The application is contained within a single.exe file named ILRLearnerEntry.exe which is supplied as a.zip file which is winzip v2.0 legacy compression compliant. It is installed once the file has been extracted and placed in a folder chosen by the user. Prerequisite software The following software is required to be pre-installed in order for the software to work:.net Framework version 4 (or a later.net Framework version) This can be downloaded and installed from the Microsoft website if it is not already installed on the host PC. To see if your PC already has.net Framework 4 installed, look for it under Start>Control Panels>Add/Remove Programs and check for it in the list which is populated in the resulting dialog box screen. If you are a using the Funding Information System (FIS) then.net Framework 4.5 is installed as part of the pre-requisite installation process. Page 5 of 11

6 Running To run the application, navigate to the folder that the file ILRLearnerEntry.exe has been placed in and double click the file icon. This folder will now be the home folder of this instance of the application. The application s repository data file named internal.ilr will be created at this point if it does not already exist. From this point the screens and functionality described further on in this document will be accessible.. The table below describes the two components of the application more fully. Application component ILRLearnerEntry.exe internal.ilr Purpose Main executable file which if activated will run the application. This should not be moved from the local folder as the application requires access to resource files in the local folder. A shortcut can be created and placed somewhere more convenient. Data repository. This is created when the application is started if it does not already exist. If this is renamed or deleted a new blank version will be created when is next run. Managing or deleting the data repository To delete or remove all data from, users will need to access the file named internal.ilr, which can be found in the local folder with the.exe file. Renaming the internal.ilr file will disassociate it from ILR Learner Entry. Changing the file name back to internal.ilr will re-associate it.. A possible naming convention users may wish to use is to add some text to the file name such as the current date and time or a data version reference. To create a new version close and reopen the application. Users can also permanently remove the data by using the Windows delete function on internal.ilr However, please be aware that ILR Learner Entry does not have to capability to restore deleted data from the Recycle Bin or from a state of permanent deletion. Page 6 of 11

7 Screens Home Screen Selecting a UKPRN Users are advised to record their UKPRN in the home screen. This will be used throughout the application and will also be used for the export ILR file filename and file header field. Learner Counts Overall count of Leaner and Learning Delivery counts Export Data and Import This allows users to import a 2013 to 2014 ILR data file which will be converted to 2014 to 2015 funding year format or to import an ILR data file in 2014 to 2015 funding year format. Page 7 of 11

8 Learners screen The left-hand pane summary screen shows: A summary list of learner records in the current dataset. Records highlighted in pink are incomplete. Records in green are complete. A function button to add a learner to the overall data set. A filter box to select which records shown in the list. This is a dynamic filter that compares the text entered by the user in this box against the Learner Reference field and only displays records with any matching content. The right-hand pane main data entry screen shows: Data entry screens for Learner, Learning Delivery and Employment Statuses Warning information to alert users to missing fields Delete Learner button which deletes the currently open Learner record Save button which saves all current data including the currently open learner record To add a record under Learning Deliveries and Employment Statuses users must click the Add button, once a record has been added it can be removed again by clicking Remove Data entry can be conducted via keyboard controls, for instance using the Tab control to move between fields and Alt-Up and Alt-Down or key entry to record field contents in fields with drop-down functionality; key Page 8 of 11

9 entry to enter data into text and numerical fields; and the space bar to assign a value to tick boxes. A mouse controller can also be used to navigate around data entry screens and select data from the options in the drop-down fields. Entering Dates Dates can be entered by typing the date using dd-mm-yyyy format; each element of the date must be separated with a hyphen. There is also a pop-up calendar control box feature for each date field a calendar style logo. Using the scrolling method in this function to get to a date in the more distant past, such as a date of birth, can be time-consuming. Users may prefer to use the shortcut function under CTRL-Up or CTRL-Down to change the calendar grid from year, month or date only to enable them to choose those particular elements. Saving data There is a button in the top right corner on both the Learners and Learner Destination screens which will save the current record and all currently stored data. does not save data automatically as it added but it will be saved automatically as the application is closed. Page 9 of 11

10 Learner Destination and Progression screen The left-hand pane summary screen shows: A summary list of Learner Destination and Progression records in the current dataset A function button to add a learner to the overall data set The right-hand pane main data entry screen shows: A data entry screen Data entry functionality as is for the Learner screens (see above) Page 10 of 11

11 Application Versions The following table shows the versions that have been released and changes made in each version. Version Date Changes made V /08/2014 Initial version of application for funding year 2014 to 2015 V /01/2015 Bug fix The dropdown options for Employment Outcome and Withdrawal Reason under Learners/Learning Delivery/End Details used the same list. This has been fixed so that these lists match the ILR Specification for 2014/15. Feedback Please send feedback on any issues that you experience while using ILR Learner Entry application to: Page 11 of 11